From venue and costumes to programs, the overall success of your dance recital relies not only on proper planning but also on careful preparation. As the event date gets closer, be sure to communicate repeatedly with parents to ensure they know when and where to have dancers ready. In addition to that all-important element, you’ll want to make sure recital packets and extra items are all accounted for and — ideally — delegated to others for follow-up the week and day of the recital.
Recital Packet Preparations
While the major recital information — such as venue, date, and time — should be communicated far in advance of your recital (and additional reminders via text, e-mail, and social media can be helpful), parents often appreciate having all the details in a single packet. Ideally, you should plan to distribute the packets at a mandatory recital meeting, at least a month prior to your recital date. Your well-organized recital packet can include specifics regarding your upcoming recital as well as individualized recital schedules for families with multiple dancers. By using a well equipped dance studio management software, you can compile family-specific performance lists. With the ability to manage costume inventory, you can even print dancer-specific bag labels designed particularly for this recital, too!
You’ll want to include information regarding pre-recital events, including costume distribution, rehearsals and photo sessions. Of course, you’ll also want to give information regarding the recital day schedule, including any necessary details regarding dancer drop-off and pickup, parking, and more. Financial details regarding costume payment, recital tickets, photos, and extras should also be included, along with any volunteer needs and related perks.
Recital Extra Confirmations
We already discussed the potential for revenue through program advertisers, but of course, that’s not the only potential stream of added income that your recital offers! Think of any item type that could bear your studio logo, recital logo, or both! From water bottles and travel mugs to T-shirts and dance bags, the possibilities are truly endless! It’s helpful to offer a variety of items at various price points, suitable for different categories of people: dancers, parents, friends. In addition to logo-bearing items, think about flowers, trophies, recital DVDs, and both candid and posed recital photos.
You should have any extras you plan to offer ordered well in advance, so that the month of the recital, all you need to do is confirm orders and pricing, create signage that displays pricing, and determine sale method. Of course, photos will require a photographer to be present for special photo sessions or at the dress rehearsal. Whatever you decide to sell, you can increase the chances of dance families purchasing those items by communicating availability ahead of time or even providing order forms for larger, more expensive items. Incorporating the cost of a branded bag into the prices can allow you to offer that added designer touch as well as be a convenience for your dance families.
In our fourth and final post in this series, we’ll take a look at how to delegate tasks and provide proper supervision for volunteers, in order to allow for a well-organized recital.